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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK According to an

e-SPARK According to an ISO definition (Information and Documentation - Records Management: ISO 15489, 2001), a ‘record’ is, “information created, received and maintained as evidence by an organization or person in pursuance of legal obligations or in the transaction of business.” Based on this definition a record is something that has a purpose (i.e. it is not the residue of organizational activities). It is in existence because it needs to be there not only to serve as an instrument of accountability (i.e. evidence), but also as an authoritative, authentic, and reliable source of information (to make decisions, etc.). This definition comes much closer to the concept of records being an asset. It follows that publications, by their very nature, have content, context and structure and that they exist because they have a purpose (e.g. to inform). It also follows that because they have a purpose, they should be considered an “asset”. “Records” and “publications” or “published material” are assets and, similar to other assets such as financial and human resources, they are also assets that need to be managed. The management of such assets is called “information management” (a convenient ‘handle’ for the ‘management of ‘recorded information’ just as ‘information object’ is sometimes used as a convenient handle for record, publication, or any other discrete unit of recorded information). A host of definitions of information management have been produced by private and public sector organizations as well as professional associations. The following definition developed by NATO is useful because it introduces the concept of information being ‘exploited’ - i.e. not just being administered through its life cycle. Information management: The means through which an organization maximizes the efficiency with which it plans, collects, organizes, controls, disseminates, uses and disposes of its information, and through which it ensures that the value and potential value of that information is identified and exploited to the fullest extent. (Information Resource Management - Program Development, March 1998; NATO (AAP-31)) Any model of information management must be business and accountability driven. In fact, information is such an integral component of the delivery of government programs and services that an understanding of information management as a concept cannot be obtained until one has first established an understanding of the business of the organization and the responsibilities of those within the organization. The organization’s information management activities and the IM infrastructure that is required to support these activities must be aligned with and contribute to the organization’s business and accountability objectives. Figure 1 illustrates this fundamental concept as well as the key components of the IM infrastructure. Copyright Arkib Negara Malaysia Page 67 of 86

e-SPARK A w a r e n e s s / U n d e r s t a n d I n g M a n a g e m e n t/G o v e r n a n c e Laws/ Policies Standards/ Practices create preserve Information View Systems/ Technologies use People Business Process Figure 1: The IM Infrastructure The organization’s information management activities fall into three fundamental groups, namely: Copyright Arkib Negara Malaysia Page 68 of 86

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